14  Offboarding

Leaving the lab is a big deal, and I want to make sure we handle it well. The steps below help us document your work, make sure nothing gets lost, and keep the door open for future collaboration.

14.1 Exit Interview with Matt

Before you go, let’s sit down for an exit conversation. We’ll discuss:

  • What you accomplished and what you’re proud of
  • Ongoing projects and where they stand
  • What was hard, and how the lab could do better
  • Your next steps and how I can help
  • Anything else on your mind

This doesn’t need to be formal — just honest reflection. It helps me understand what’s working in the lab and what needs improvement, and it gives us a chance to wrap things up properly.

14.2 Documenting Your Work

Your code and analyses live on after you leave, so clear documentation matters. Before you leave:

  • Code and notebooks: Ensure your code is well-commented, documented, and pushed to the lab GitHub. Walk through key projects with whoever is taking them over, explaining your approach and any non-obvious decisions.
  • README files: Create or update README files for each major project with setup instructions, dependencies, and how to run analyses.
  • Lab documentation: Document any custom tools, pipelines, or workflows you’ve developed in a way that others can pick up.
  • Data sources and credentials: Hand off information about where data lives (internal drives, databases, APIs) and share relevant credentials with designated lab members or myself.

If someone is continuing your work, spend time walking them through it. A real conversation is worth more than perfect documentation.

14.3 GitHub Repositories and Data Management

  • Active repositories: If others will use your code, make sure the repo is well-organized and recent commits are documented. Clean up any messy branches before you go.
  • Archival: For completed projects, we may archive repositories or mark them as “read-only” depending on the project stage.
  • Data accessibility: Back up raw data, processed datasets, and results in a shared location (lab storage, Stanford servers, etc.) and make sure others know where to find them.
  • Sensitive data: Make sure any identifiable or sensitive data is handled according to our data management protocols and Stanford’s requirements.

14.4 Return of Equipment

Before your last day:

  • Return your laptop, monitors, and any other equipment
  • Wipe your work devices or coordinate with me on data transfer if needed

Let me know if you’re borrowing anything from the lab — books, cables, etc. — and return those too.

14.5 Publication Plans

If you have work that’s ready or nearly ready for publication:

  • We’ll discuss timeline and next steps
  • Determine who will lead the final push (you, someone in the lab, or a collaboration)
  • If you’re leaving academia or your field, I’m committed to not letting good work disappear — we’ll figure out a plan that works for you
  • You’re welcome to stay involved with publications from your work even after leaving the lab

14.6 Staying in Touch

Leaving the lab doesn’t mean losing the relationship. Please stay in touch:

  • Share your new email or contact info with me
  • If you want to collaborate on something down the road, let me know
  • We may ask you questions about past work — I hope you’ll be available for quick check-ins
  • Lab social events: You’re always invited to lab gatherings and seminars

I like staying in touch with everyone who comes through the lab.

14.7 Stanford Administrative Steps

Work with me and our department administrator to take care of:

  • Lab access and badge: Your building access will be disabled. Return your badge or key.
  • Email forwarding: Set up forwarding from your Stanford email to your personal email if you want to maintain continuity for lab-related messages. If needed, I am happy to fund your Stanford email for one year after you leave — just let me know.
  • Computing accounts: Your access to Redivis, data, and the lab GitHub will be disabled. Let me know if you need data transferred before this happens.
  • Benefits and HR: If you’re a student or postdoc, work with Stanford HR on exit procedures (final paycheck, benefits termination, etc.).